This section identifies who owns the tool and why it exists within your workflow.
Department / Team Name:
Primary Audit Lead:
Audit Date:
Approval Status:
Approved
Under Review
Targeted for Decommission
Use this table to track the financial and logistical footprint of each subscription.
Service Name | Monthly Cost ($) | Number of Licenses | Renewal Date | Annual Spend Per Service | Status Flag | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | Example: Salesforce | $150.00 | 10 | 1/12/2026 | $1,800.00 | ||
2 | $0.00 | ||||||
3 | $0.00 | ||||||
4 | $0.00 | ||||||
5 | $0.00 | ||||||
6 | $0.00 | ||||||
7 | $0.00 | ||||||
8 | $0.00 | ||||||
9 | $0.00 | ||||||
10 | $0.00 |
Buying the seat is one thing; using it is another. High costs are only justified by high engagement.
Active vs. Inactive Users: Of the total licenses, how many have logged in within the last 30 days?
Redundancy Check: Does another tool in our stack provide the same core functionality (e.g., having both Slack and MS Teams)?
Feature Parity: Are we paying for a "Pro" tier while only using "Basic" features?
Integration Status: Is this tool currently synced with our primary SSO/ERP system?
Audit the risk associated with each vendor to ensure data integrity.
Data Classification: Does this tool handle PII (Personally Identifiable Information) or sensitive IP?
Compliance Certifications:
SOC2 Type II
GDPR
HIPAA
ISO 27001
Offboarding Protocol: Is there a documented process for removing user access immediately upon termination?
Shadow IT Check: Was this tool purchased through official procurement or via an individual employee's expense report?
The final verdict on whether the tool stays or goes.
Business Criticality:
Critical: Work stops if this tool goes down.
Important: Significant productivity loss, but workarounds exist.
Optional: Nice-to-have; non-essential for core operations.
Negotiation Lever: Are we eligible for an annual discount (usually 10–20%) if we switch from monthly billing?
Action Plan:
Renew as-is
Downsize license count
Consolidate into other tool
Terminate at next renewal
Total Team Annual Cost ($):
Cost Per Seat ($):
Notes / Cost-Saving Recommendations:
Form Template Insights
Please remove this form template insights section before publishing.
The following insights describe the structural design and functional characteristics of the SaaS Subscription Audit form. These observations outline how the document is organized to facilitate data collection and internal analysis.
The form is structured using a modular framework, dividing a complex procurement audit into five distinct thematic blocks. This categorization moves the user from high-level organizational data to specific financial metrics, operational utility, and finally, strategic decision-making. By separating quantitative data (Section 2) from qualitative assessments (Sections 3 and 5), the template allows for different stakeholders—such as Finance, IT, and Department Heads—to contribute to specific portions of the document.
The template utilizes a standardized calculation layer to ensure financial consistency across various software types.
The form evaluates assets through three primary lenses:
To minimize subjective interpretation, the form employs fixed-response formats, including:
The final section of the template is designed as a disposition log. It translates the data collected in the previous four sections into a final status. The inclusion of a "Notes" field at the end provides a space for context that may not fit into the structured fields, such as specific contract nuances or historical vendor relationships.
To configure an element, select it on the form.